Detailed Design Document short paper

Prepare a one- to two-page paper that summarizes each document you will
include in your detailed design. Explain the content of each document as
it applies to your system. Provide additional information regarding the
additional documents you would include if your scope were larger or you
had more time. Use this opportunity to provide context and background
on your system and to clarify complex designs and documents.I have attached the paper you will need to successfully complete this assignment.
paper_system_design.doc

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Running head: Final Project Milestone Two
Draft Project Plan System Design
Final Project Milestone Two
2
Introduction
Currently, the company has been applying a manual filing system which involves the use
of physical shelves to store manual documents. Various challenges have resulted from this
including loss of documents and not be possible to work on the same file at the same time. Also,
the speed of sharing the physical files is a challenge as this requires the generation of more
manual copies of files. With this in mind, the purpose of the proposed system will be automation
of the filing process of documents within the organization by providing a centralized and secure
location where all organizational files will be stored and can be accessed based on privileges on
the users.
To achieve this, a cloud-based filing system will be developed which will include a
storage capability for files, indexing capability to ease the process of searching for various files
and privileges to ensure that users can only access files within their scope of roles and
responsibilities. The proposed system will be integrated with the organizational system to ensure
that new files created in the various organizational systems can be automatically stored in the
system. Before users can access the files stored on the system, they will be required to login so
that they can be authenticated to prove that they are authorized to access the specific files they
are trying to access. The system will also allow multiple users to access similar files at the same
time, even though editing will either be allowed on a collaborative basis or after one user has
finished editing the file.
Requirements
Functional requirements
The system shall allow users to log in and register their details. During the registration
process, unique passwords will be generated for the specific users so that they can be used to
Final Project Milestone Two
authenticate them whenever they try to access the files. This will also include setting
privileges for the users based on their roles and responsibilities.
The system shall allow users to upload files on the various created folders based
on the organization functions. The system will automatically index these file so that users
can easily find them whenever they need to use them. This will also extend to having a
dashboard display of files and folders based on user-created files and folders and the
privileges of the users.
The system shall allow users to access files from the file stores, either by
searching for these files or through the dashboard. This will extend them having first
being authenticated to prove that they are authorized to access the specific files they are
trying to access. This shall also include allowing users to edit the files based on the
specific tasks they are using. Also, users will be allowed to access the files
simultaneously.
The system shall also provide a log of user activities on the specific files that
users access to determine the history of activities that are carried out on file. This will be
important in ensuring the integrity of the files that are stored on the system.
Non-Functional Requirements
The system shall provide a secure location where files, including privileged and
secret company documents, shall be stored. This will include ensuring the confidentiality
of these data files by ensuring that only authorized users who are successfully
authenticated are allowed access to the data files.
The system should also ensure all time access to the files as long as users are
authorized to access the files, and regardless of their geographical location. This will be
3
Final Project Milestone Two
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achieved by ensuring that the system is cloud-hosted to provide that for users, as long as they
have an internet connection, they can be able to access the files.
The system should offer a user-friendly user interface which will be easy to use. This
should allow users to navigate through the files easily, search for files and easily upload files
without needing a lot of training to be able to achieve this.
Regardless of the number of users accessing the files at one given time, the system should
maintain high levels of performance to ensure user convenience. This is mainly motivated by the
fact that the company is a busy company where the speed of accessing the files is crucial for
effective organizational operations.
Constraints
One of the key constraints of the system is that the scope will only be limited to the scope
that covers the above-highlighted requirements. Even though other scope requirements may arise
during the implementation of the project, they will either be taken through the change
management process, or they will be handled in the future upgrade of the system.
Another constraint for the implementation of the system is the amount of time that will be
available for the implementation. The whole project will be carried out within three months due
to the need to ensure that as the levels of operations increase, as projected there is an effective
system in place that will help in managing files and allowing collaborative operations between
users from different locations.
The quality of the system will also be another constraint that will guide the activities that
will be carried out during the implementation of the system. This will include ensuring that the
set quality standards for the organization are met during the implementation of the system. Also,
it will include ensuring that all the data management policies that have been developed by the
Final Project Milestone Two
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company are incorporated in the developed system. The main aim of this will be to
provide that the final solution helps advance high-quality standards within the company.
One of the key assumptions that have been made during the implementation of the
system is that there is already a cloud hosting service provider where the developed
system will be hosted. This means that sourcing for a cloud service provider will not be
part of the scope of the project.
Another assumption that has been made is that the company already has other
applications that are running which will be integrated with the cloud filing system to
ensure seamless sharing of the file between these systems. The integration with these
systems will be part of the scope of the project. These systems are already hosted on the
cloud servers.
Also, the system will be developed by the internal IT team so that key
requirements can be captured efficiently during the implementation of the system.
Resources
All users will need computing devices including desktop computers, laptops, and
tablets to be able to access the system. These are also the key hardware requirements that
will be needed by the project team during the implementation of the project. Given that
the system will be hosted in the cloud, servers will not be part of the requirements of the
project.
Another requirement for the system will be the cloud hosting service provider
which the company already have. This is where the developed application will be hosted
so that users can access it at their convenience. Within the offices of the company,
Final Project Milestone Two
6
internet connectivity will be required so that users can be able to reach the applications hosted on
the cloud servers.
Various human resources including application developers, system analyst, designer and
project manager will be required to ensure the completion of the system.
System overview
The proposed system will be a cloud-based integrated system which will allow users to
access different functionalities. For users to be able to access the system a user management
function will ensure that different user privileges are created for the users accessing the system.
Users will be able to upload files to the system and can edit files uploaded in the system.
This will be made possible through successful user authentication. The diagram below shows the
use case diagram for the system which shows how various actors will interact with the system:
Final Project Milestone Two
7
Register
<>
Login
Management
<>
Upload Files
Employees
View Files
Reports
The diagram below shows the class diagram of the proposed system:
Final Project Milestone Two
8
View_Files
File_ID
File_Name
Upload_Files
File_Sharing
File_ID
File_Name
Index_No
Department
File_ID
File_name
Employee_Name
Number of Copies
Registration
User_ID
Name
Phone Number
Department
ID Number
Detailed Design
The key interfaces of the system will include:
Login page
This is the page where users will be able to login into the system. It will have fields
where users can enter their username and password and then they can be able to login into the
system.
Login Page
Username
Password
Login
Cancel
Final Project Milestone Two
9
Registration Page
This is the page where users will enter their registration details that they will use
to login into the system. Fields with various required registration details will be provided
where users will have to fill all the details as requested. These details will be used to
assign user privileges and to authenticate users whenever they want to access files.
Register
Name
Department
Email Add res s
Password
Con firm Password
Register
Cancel
Home Dashboard
The home dashboard will allow users to access different functions including a
view of all the files that they have uploaded so that they can access these files. Also, they
will be able to access files that have been shared with them.
Also, the dashboard will allow users to search for specific files that they would
wish to access where the user privileges will first be checked before they can be allowed
access to these files. Also, from this page, they will be able to access functions like
upload files.
Final Project Milestone Two
Upload Files
This is the page where users will be able to upload files into the system. It will allow
users to enter the details of the file they are uploading including the name of the file, the
description and then they can access the file on their computers and upload it into the system.
Upload File
File Name
Department
FILENAME
Register
Cancel
10

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